At Risk and Progress Review (Show Cause)

Undergraduate students who fail 50% or more of the total number of credit points for their enrolled units of study in any one teaching period and who do not fall into the unsatisfactory academic progress provisions (Progress Review or Show Cause) are identified as ‘at risk of exclusion from their program’. Within 10 working days of the publication of results in each teaching period, students in this category will receive a warning letter and an e-mail to the student’s Swinburne e-mail address from the Faculty/School notifying them of their ‘at risk’ status and requiring them to attend a Academic Support Program (ASP) meeting.

The Academic Support Program (ASP) meeting will:

(a) explain the consequences of failure to maintain a satisfactory academic standard;

(b) nominate an adviser they should consult during the succeeding teaching period about their academic progress; and

(c) refer them to the Academic Success Program run by Student Services which students will be required to complete.

In the case of international students the letter and email will advise the student that they may also contact Swinburne International.

A copy of the warning of ‘at risk’ letter will be sent to the Records Management Services for filing. The "Notes" section on the student's SMS record will be completed.

You MUST:

(a) carefully read the letter and/or mail received by the Faculty/School

(b) contact the university support services which may useful to you including Student Services, SSAA, and Swinburne International.

(c) discuss your progress with your academic coordinator. If you are not sure who is your academic coordinator then please contact admin office of relevant Faculty/School.

Postgraduate coursework students will be identified by the relevant Academic Unit as being "at risk" of exclusion from their program if:

(a) they are a full-time student and fail 50% or more, of their enrolled load in any one teaching period; or

(b) they are a part-time student and fail any unit of study in which they are enrolled (except if they are a student to whom Section 10 refers).

Within ten working days of the publication of results these students will receive a letter and an e-mail to the student’s Swinburne e-mail address from their Faculty/School informing them of their "at risk" status and requiring (advising may be preferred term) them to attend a workshop. The workshop will:

(a) explain the consequences of failure to maintain a satisfactory academic standard;

(b) nominate an adviser they should consult during the succeeding teaching period about their academic progress; and

(c) where appropriate refer them to the Academic Support Program (ASP) run by Student Services which students will be required to complete.

In the case of international students the letter and email will advise the student that they may also contact Swinburne International.

A copy of the warning of ‘at risk’ letter will be sent to the Records Management Services for filing. The "Notes" section on the student's SMS record will be completed.

You MUST:

(a) carefully read the letter and/or mail received by the Faculty/School

(b) contact the university support services which may useful to you including Student Services, SSAA, and Swinburne International

(c) discuss your progress with your academic coordinator. If you are not sure who is your academic coordinator then please contact admin office of relevant Faculty/School.

(a) failed 50% or more of your enrolled subjects in your last two semesters (not including summer semester)

OR

(b) failed at least one subject on three occasions.

Some specific course, and particularly postgraduate students, have slightly different criteria.

If you do not reply to the University’s notice within the specified time frame the University will assume that you no longer wish to study at Swinburne and exclude you from your program of study. It is therefore essential that you reply as soon as possible.

Presenting your case well in writing can make your job significantly easier when it comes to a meeting with your Progress Review Committee. Indeed, if your case is sufficiently strong it might even mean that you don’t need to meet with the committee at all.

SSAA employs independent Student Academic Advisors to assist you to write your reply and help you with your case. They can also attend with you if you are asked to meet the Progress Review Committee. Please contact us. Regardless of how confident you feel about your case, in our experience students always do better if they seek support.

The letter must include:

Explain why you think your results have not met University standards and why you think that your performance will improve in the future.

Ensure you structure your letter properly with the address of the person you are sending it to and the date at the top. Make sure you sign and print your name at the bottom.

The address to send your reply to is listed in your show cause notification letter, however you may also hand the reply in person to your faculty administration office.

Once you have completed your letter it is a good idea to show it to either a Student Academic Advisor at the Swinburne Student Amenities Association (SSAA) or someone you trust to make sure it is clear and comprehensive. SSAA may also be able to make some suggestions about things to add.

It is important that you give the committee a sense of why your performance has been poor. It may be that you have experienced illness, a relationship breakdown, family problems, difficult work commitments, financial problems, difficulties with English, taken some time adjusting to University life or simply spent to much time partying – you wouldn’t be the first student who got distracted by a social life. Go into as much detail as necessary to make your situation clear to the committee, remembering not to ramble. Make sure it is clear and concise.

Try and draw a link between any issues you have been dealing with and your academic performance. If you have had family problems did you find it difficult to study at home? If you had problems with childcare did you miss lectures as a result?

It is also important to detail any support or assistance you have sought over the last semester. Did you apply for special consideration? Talked to your lecturers? Saw a counsellor? This demonstrates you have been actively trying to change your situation and will help your case. When you write your reply be polite and avoid blaming anyone else for your situation. If it is someone else’s problem it’ll be hard to show what you can do to change that!

Be realistic with yourself about your circumstances and use the opportunity to think hard about where you want to be in the future, including whether Swinburne is the best option for you. The main value in talking about your circumstances is that it gives both you and the university an opportunity to consider some ways to help you minimise or avoid any problems you otherwise may experience in the future, so it’s important to be honest.

Say what you have done, or will do, to improve your performance

If your problems have already been resolved and you are confident that they will not recur then say so. For example, if you were in hospital during the semester but are now better the problem has been resolved and you can get on with your studies. Alternatively, if you’ve been having problems keeping up with a job outside of university you may have now reduced your hours or shifts.

If your circumstances have not yet changed you need to explain what you are planning to do to change things in the future. For example, you might plan to see a counsellor or may be taking some study skills workshops. In some cases you may need to manage your situation better and agree to receive more support. It is important that you actively make decisions to change your situation and that you intend to do what you say.

Take some time to think about your needs and what services are available at Swinburne and in the community. Consider things such as counselling, study skills training, stress management sessions, housing advice, financial advice and disability support services (for students with disabilities, medical or mental health conditions).

FINAL HINTS

If you can supply evidence to support any of your claims then do so. For example you may include medical certificates or a letter form your employer.

Keep a copy of your letter and any supporting documentation. We recommend that you attach photocopies to your reply and bring originals with you if you are asked to attend a Progress Review meeting.